Administration Officer
London. Posting Date: 05/01/2026. Deadline: 05/14/2026.
Contract Type: Full Time
Workstyle Arrangement: Hybrid
Reporting To: Manager, General Counsel
Department: Office of the General Counsel (OGC)
Location: London, Nairobi or Rio De Janeiro
Role Purpose
The role of Administration Officer sits within the Corporate Secretariat and OGC Operations division. OGC Operations supports the Office of the General Counsel in a wide range of administrative and executive support tasks, including contract administration, supplier payment processes, intake and resource management, learning and communications, continuous process improvement and optimization, and housing the Corporate Secretariat function responsible for governance support.
Key Responsibilities
- Work in OGC’s Legal Support Team providing high level legal, executive, and administrative support tasks requiring discretion and confidentiality.
- Provide proactive administrative support to the Deputy General Counsel (based in Berlin, Germany), including complex calendar management, meeting coordination, travel arrangements, and expense reporting.
- Assist senior leaders and attorneys with administrative functions including coordinating schedules, planning complex stakeholder meetings/events, preparing materials, and arranging logistics.
- Perform legal tasks under supervision and follow compliance-related processes, requiring familiarity with legal vocabulary but not legal practitioner expertise.
- Provide general administrative support for the OGC including contract administration, procurement processes, invoicing, department spend tracking, coordination of team meetings, scheduling, assistance with travel and expenses, and other administrative duties.
- Build and establish relationships with other multi-regional operational departments within OSF. Take notes in meetings and support project management as required.
Essential Qualifications
- A level of education that when combined with your professional experience will adequately show you have the capability to perform the key responsibilities and contribute to organizational success.
Experience
- Proven experience as a highly skilled administrator and/or executive assistant supporting senior leaders including extensive international diary management and group meeting arrangements. It will be an asset if the experience has been within a law firm or in a legal department.
- Experience leading and managing a wide range of tasks and/or projects.
- Experience of administering contracts and managing invoices.
Desirable
- Experience working in complex international structure and/or the non‑profit field.
- Familiarity with legal concepts and vocabulary.
- Project Management experience.
- Strong working knowledge of Microsoft 365 tools, with experience using digital systems such as CRM platforms, SharePoint, document management systems, trackers, or similar tools.
Functional Competencies
- Strong proficiency in Microsoft 365, CRM tools, and digital organization platforms, including the ability to use technology to organize work, track priorities, manage information, and improve administrative processes.
- Exposure to compliance requirements to ensure the organization adheres to laws and regulations.
- Demonstrated ability to use verbal and written communication to deliver support for multiple professionals (within a legal team environment), including in the virtual environment.
- Ability to handle information with the utmost confidentiality.
Personal Competencies
- Demonstrates commitment to OSF’s core values of humility, commitment, collaboration, respect, inclusivity and integrity.
- Strong analytical mindset.
- Strong interpersonal skills enabling relationship building at various levels within and outside the organization, with sensitivity to cultural differences.
- Demonstrated resourcefulness and self‑motivation, able to work independently and solve problems creatively.
- Commitment to diversity and inclusion by recognizing and responding positively to individual and group differences in the workplace and beyond. Building an inclusive workplace by respecting and seeking out diverse viewpoints and perspectives.
Languages
An excellent knowledge of English. Knowledge of other languages would be an asset.
Travel
Travel is required and travel frequency depends on the role requirements.
What We Offer
- Exceptional opportunities to learn, grow, and make an impact; from a generous annual professional development allowance for every employee to onsite training and learning conversations with visiting experts.
- Excellent benefits and perks to promote well‑being and a healthy work‑life balance, including:
- Generous time off and flexible work arrangements.
- Staff required to work in an Open Society office 50% of working days per month.
- Employer‑paid health insurance and dental plans for individuals and families (no employee contribution required).
- Exceptional retirement savings plan (non‑contributory for employees) and life insurance.
- Progressive paid parental leave, reproductive and family planning support, and much more.
- A commitment to nurturing a diverse and inclusive workplace, so you can bring your whole self to work and make a positive impact.
- Competitive rates of pay apply.
Equal Opportunity Statement
Open Society Foundations is committed to advancing diversity, equity and inclusion, and to building a diverse staff that reflects the movements, issues and communities that our mission serves. Candidates from all underrepresented backgrounds, identities and communities are encouraged to apply.
We are committed to providing reasonable accommodations to applicants and colleagues with disabilities.
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